Bookkeeper & Office Administrator
25 hrs/wk; $24-$28/hr
Opened in 1977 in the heart of our civic center, the Los Altos History Museum is a highly successful community museum located about 30 miles south of San Francisco. The 1.36 acre Museum complex consists of a 1905 historic house museum interpreted as an orchardist’s home in the 1930s, a modern 3-story 8,200-square-foot museum building, and outdoor agricultural displays, next to a heritage orchard. We feature top-quality, award-winning original exhibitions and superior curriculum–based education programs amid an active schedule of lectures, programs, family activities and special events which attract diverse audiences. Serving over 21,000 people a year from all around the Bay Area, the private nonprofit Association of the Los Altos Historical Museum manages a collections of over 16,000 items. The Museum is fortunate to have tremendous community support and a talented volunteer network. Our annual budget (approx. $500,000) is funded by individual donations, municipal support, grants, membership, bequests, special events, gift store sales and an active event rentals program.
One of a small professional staff, the Bookkeeper & Office Administrator is a competent and organized professional responsible for ensuring the stability of museum’s operations. As a fully integrated part of a team including the Executive Director, Exhibition Curator, Collections Strategist, and Outreach Coordinator, the Bookkeeper & Office Administrator forwards the Museum’s strategic initiatives. A part-time, non-exempt position, the position reports to the Executive Director and coordinates several volunteer committees.
- Bookkeeping: Conducts bank and credit card reconciliations, ensures QuickBooks debits and credits are properly coded by class, GL and by bank account;
- Accounts Payable and Accounts Receivable: Inputs donation records into DonorPerfect, inputs Accounts Payable and Receivable records into QuickBooks, processes payments for reimbursement and to vendors;
- Reporting: Generates fundraising, financial, and other reports as requested;
- Human Resources: Assists with onboarding of new employees including setting up their profile in ADP, processes W-2 and 1099s, works with ED to ensure compliance with State, Federal, and Local HR requirements, develops programs to appropriately recognize staff accomplishments;
- Office Management: Orders supplies, maintains organizational mailboxes, suggests improvements to workplace equipment, works with City of Los Altos to ensure repairs of building and infrastructure;
- Staff support: Attends meetings of the Store, Finance, Facilities, Orchard and Garden volunteer committees as staff representative and supports those committee activities within the frame of other museum priorities;
- Event Coordination: Ensures public events, such as Apricot STEM Fair and Train Days, are well-organized by creating spreadsheets, supplies list, and other organizational and communication tools.